oc fair & event center standard agreements for board approval october … · 2018-10-19 ·...

CONTRACT # CONTRACTOR DESCRIPTION EFFORT TYPE TERM RECEIPT AMOUNT NOT TO EXCEED EXPENSE AMOUNT

SA-027-18CF CA Rabbit and Cavy Shows, Inc. Rabbit show at Centennial Farm Year round 2/24/18-2/24/18 $0.00

SA-117-18FT Chef Ray Presents Create fruit and vegetable scuptures Fair Time 7/12/18-8/13/18 $13,000.00

SA-150-18SP Nova Academy Early College H.S Sponsorship Fair Time 7/13/18-8/12/18 $4,200.00

SA-162-18YR Sensis Advertising (Media Buy) Year round 7/1/18-6/30/20 $3,400,000.00

SA-212-18SP LA Chargers Sponsorship (Trade) Year round 4/1/18-3/31/18 $35,000.00 $35,000.00

SA-281-18YR Tandem Sales services Year round 12/1/18-11/30/20 Commission

Amendments

CONTRACT # CONTRACTOR DESCRIPTION EFFORT TYPE TERM CHANGE IN RECEIPT AMOUNT

CHANGE IN NOT TO EXCEED EXPENSE

SA-56-14RD A#3 CR&R Incorporated Refuse disposal, exericise third option year Year round 8/15/18-8/14/19 $192,610.00

SA-005-15ET A#4 A1 Event & Party Rental Additional tent rental Fair Time 02/01/15-01/31/19 $27,277.38

SA-263-15SM A#2 Sound Media Fusion Acoustic design, audio testing, sound mitigation and monitoring consulting services, exercise second option Fair Time 11/1/2015-10/30/19 $158,150.00

SA-087-16FT A#3 William Scotman Add baby changing station to trailers Fair Time 4/1/16-3/31/19 $24,000.00

SA-091-16FT A#1 Statewide Seating and Grandstand Additional bleacher rental Fair Time 4/1/16-3/31/19 $2,400.00

SA-193-16FT A#2 Mobile Modular Portable Storage Mobile modular unit rental, exericse first option year Fair Time 6/17/16-8/31/19 $25,127.20

SA-059-17FT A#3 Sunbelt Rental, Inc. Heavy equipment rental, exercise first option year Fair Time 6/1/17-8/31/19 $88,325.68

SA-065-17FT A#2 Brook Furniture Rental, Inc. Courtyard furniture rental, exercise first option year Fair Time 6/1/17-8/31/19 $6,142.36

SA-075-17FT A#2 Print & Design Solutions Sell merchandise at Pac Amp., exercise first option year Fair Time 7/1/17-8/30/19 $40,000.00

SA-076-17FT A#2 Brook Furniture Rental, Inc. Office furniture rental, exercise first option year Fair Time 6/15/17-8/31/19 $7,656.97

SA-077-17FT A#1 Royal Restrooms of Califorinia, Inc. Rent one (1) 8-stall shower trailer unit and one (1) single-stall ADA compliant shower trailer, exercise first option Fair Time 6/15/17-8/30/19 22,885.25

SA-078-17FT A#1 Royal Restrooms of Califorinia, Inc. Rent one restroom trailer rental Business Development, exercise first option year Fair Time 6/15/17-8/31/19 $14,189.21

SA-079-17FT A#1 Modular Space Corporation Rent five (5) office trailers, exericse first option year Fair Time 6/15/17-8/31/19 20,212.67

SA-080-17FT A#1 Quinn Power Systems Emergency generator rental, exercise first option year Fair Time 6/1/17-8/31/19 $67,951.00

SA-081-17FT A#1 United Rentals (North America) Inc. Light tower rental, exercise first option year Fair Time 7/1/18-8/31/19 $19,064.92

OC FAIR & EVENT CENTERSTANDARD AGREEMENTS FOR BOARD APPROVAL

OCTOBER 2018

of 2

CONTRACT # CONTRACTOR DESCRIPTION EFFORT TYPE TERM RECEIPT AMOUNT NOT TO EXCEED EXPENSE AMOUNT

OC FAIR & EVENT CENTERSTANDARD AGREEMENTS FOR BOARD APPROVAL

OCTOBER 2018

SA-082-17FT A #2 Universal Waste Systems Portable toilets rental, exercise first option year Fair Time 6/15/17-8/31/19 $31,923.00

SA-083-17FT A #2 Hi-Way Saftey Rentals, Inc. Message board rental, exercise first option year Fair Time 7/1/17-8/31/19 $12,375.00

SA-084-17FT A#1 Josh Barnett Production Twinkle lights rental, exercise first option year Fair Time 6/1/17-8/31/19 $21,726.60

Interagency Agreements

CONTRACT # CONTRACTOR DESCRIPTION EFFORT TYPE TERM CHANGE IN RECEIPT AMOUNT

CHANGE IN NOT TO EXCEED EXPENSE

Letters of Understanding

LOU # DEMONSTRATOR DESCRIPTION EFFORT TYPE TERM RECEIPT AMOUNT NOT TO EXCEED EXPENSE AMOUNT

of 2

SA-162-18-YR SENSIS, INC. PAGE 2 of 24

EXHIBIT A – SCOPE OF WORK

CONTRACT REPRESENTATIVES 32

ND DISTRICT AGRICULTURAL ASSOCIATION/OC FAIR & EVENT CENTER

Michele Richards, VP Bus. Development 714-708-1716

Sensis, Inc.

Jose Villa, President [email protected] ,Tel 213-341-0171

1. The District’s Request For Proposal (RFP) Advertising Services released February 26, 2018, is on file in the Office of the 32nd District Agricultural Association, and is incorporated herein by reference and made a part of this agreement.

2. The Contractor proposal for Advertising Services dated March, 22, 2018, is on file in the Office of the 32nd

District Agricultural Association, and is incorporated herein by reference and made part of this agreement.

3. The District reserves the right to terminate any contract without cause at any time by giving the Contractor notice in writing at least thirty (30) days prior to the date when such termination shall become effective. Such termination shall relieve the District of further payment, obligations and/or performances required in the terms of the contract.

4. Scope of Work:

Contractor must:

Be willing to work collaboratively with the District’s in-house Creative Services Department as requested, as well

as Marketing, Sales, Entertainment, and Communications.

Ensure that key account team members are available immediately prior to and during the OC Fair each year of

the contract.

Assign a key account team to a two-year commitment supporting the OC Fair. In the event there is a change in

the key account team, Contractor will compensate District based on a flat fee of $5,000.

Not bill the District for phone calls unless such calls are considered consultation as part of the project and

mutually agreed upon by both parties.

Strategic Planning, Research & Consultation The District’s Marketing, Communications, Sales, Entertainment and Creative Services Departments will work collaboratively with the winning bidder to assess District’s overall assets and develop a strategic plan to include marketing, advertising, collateral and social media.

Overall assessment of District assets

Full market research with recommendations on key opportunities for growth

Strategy for reaching emerging markets and new customer base

Review of District’s strategic integrated property marketing, sales and social media plans and develop

recommendations for:

o Year-round venue rental program

mailto:[email protected]


o Educational assets and community programs including Heroes Hall, Centennial Farm and Table of

Dignity agricultural workers memorial, and Hatch Culinary Lab

o Annual OC Fair event

o Annual Imaginology event

o Annual Veterans Celebration at Heroes Hall

o Sponsorship asset collateral materials

Creative Development

Working in collaboration with District’s in-house Creative Services, Marketing, Sales, Entertainment and Communications Departments, winning bidder will help develop creative direction for the District’s revenue-generating assets and educational/community outreach programs. Winning bidder will work with District’s team to:

Develop the OC Fair theme for 2020 - 2023

Establish creative direction for collateral, print, social media and digital to support:

o Venue rentals program

o Heroes Hall

o Centennial Farm and Table of Dignity agricultural workers memorial

o Annual OC Fair

o Veterans Day Celebration

o Pacific Amphitheatre summer concert series

Audit all existing printed collateral materials, and recommend next level modifications

Develop copywriting and Spanish translation for in-market campaigns

Create and produce the OC Fair television commercial

o Creative presentation, TV rough-cut edits, script development, production briefing, pre-production

meeting, review of all specs, preparation and presentation of casting specs, review and selection of

casting, TV video editorial and edits, TV audio record and edit session, mix, TV edits per agency and

client inputs, presentation to District, and final client approval, version, formats and delivery

o Production of English TV, Spanish TV and English/Spanish Pre-roll

o District has budgeted $100,000 for TV production costs each year. Agency is required to request three

bids for TV and District reserves the right to approve the production contractor chosen for TV. Agency is

responsible for paying production costs upfront and then invoicing District for payment. District will not

pay advance deposits for production costs.

o District will attend TV production.

Create and produce OC Fair radio commercial

o Creative presentation, script development, production briefing, pre-production meeting, review of all

specs, preparation and presentation of casting specs, review and selection of casting, radio recording

and edit session


o Production of English and Spanish radio scripts

o Districted has budgeted $20,000 for Radio production costs each year. Agency is required to request

three bids for Radio Production. The District reserves the right to approve the production contractor

chosen for Radio production. Agency is responsible for paying production costs upfront and then

invoicing District for payment. District will not advance deposits for production costs. The District will

attend Radio production shoots.

Media Planning & Buying Services

Contractor will be responsible for General Market and multicultural media planning and buying services for print,

TV/cable, radio, out-of-home and digital for:

Year-round venue rentals

Annual OC Fair

Imaginology

Veterans Day Celebration

Community/Educational Programs including Centennial Farm and Heroes Hall’s rotating exhibitions

Pacific Amphitheatre summer concert series (requires approximately 2.5 hours of media buying effort per

show)

Contractor will work with the Pacific Amphitheatre team to maximize media placement schedule and social media

activity.

These services are active year-round with the heaviest planning and buying period for the OC Fair. Contractor

should plan on multiple media plan revisions and a very active media team particularly during fairtime. The

District reserves the right to subcontract media buying services. Media buying services must include:

Research on industry trends

Market research updates every 6 months

Media analysis

Flat fee (do not submit commission percentages)

Weekly client meetings during critical media buying period

Monitoring of media placements through media schedule and securing of necessary make-goods

Negotiation of added value opportunities

Media billing & invoice reconciliation

Detailed media recap


General Account Management

Working in collaboration with District’s Marketing, Communications, Entertainment, and Creative Services Departments, winning bidder will provide daily account management services in support of ongoing District projects. Account management services are active year-round. These fees will be billed as a monthly retainer and must include the following:

General servicing of account as requested by District

Providing estimates, purchase orders, media billing and invoicing

Meeting agendas, status and conference reports

Drafting/presenting creative briefs and work orders

Confirmation of promotional calendar and offers

Securing ISCI codes/designations

Pre-preparation of traffic instructions/rotation for broadcast and print

Traffic and/or uploads for broadcast and print

Review of proof of performance

Coordination of added value and media promotion opportunities

Special event planning & execution

Attending the annual OC Fair on multiple days, attending the annual Imaginology event and attending mutually

agreed upon year-round events for fact-finding and gathering property knowledge

Participation by the key account team in a detailed post-fair debrief each year followed by a strategic planning

session to explore market trends, opportunities, and budget needs.

Participation by the key account team in quarterly meetings with District senior leadership team to include review

of performance analytics, project timelines and overall Scope of Work deliverables.

Promotions & Special Projects

Creative development and execution of promotion(s) to support and market the annual OC Fair

Securing promotional partners

Providing ambassador street teams for in-market promotions

Facilitation of special projects such as specific market research and focus groups

Reviewing digital and web site analytics and making recommendations

Development of promotional videos used at the gates during the annual OC Fair


Invoices For Ad Media outlets

Contractor will administer all payment for all categories including ad billing from media outlets. The District will reimburse the Contractor after proof of advertisement and invoices are received.

Contractor Proposed Monthly Flat Rate as followed:

CREATIVE CONCEPT DEVELOPMENT AND PRODUCTION (TELEVISION AND RADIO COMMERCIAL

YEAR

2018 (7/1/18-6/30/19)

2019 (7/1/19-6/30/20)

2020 (7/1/20-6/30/21)

2021 (7/1/21-6/30/22)

2022 (7/1/22-9/30/22)

THE DISTRICT TO PAY WINNING BIDDER FIXED FLAT FEES

$120,000

$123,600

$127,300

$133,600

$34,425

MEDIA PLANNING & BUYING SERVICES

YEAR

2018 (7/1/18-6/30/19)

2019 (7/1/19-6/30/20)

2020 (7/1/20-6/30/21)

2021 (7/1/21-6/30/22)

2022 (7/1/22-9/30/22)

FLAT FEE PER

MONTH X 12

MONTHS =

(The District does

not pay commission)

$ 82,000

$84,000

$ 90,000

$ 93,000

$ 23,750

GENERAL ACCOUNT MANAGEMENT

YEAR

2018 (7/1/18-6/30/19)

2019 (7/1/19-6/30/20)

2020 (7/1/20-6/30/21)

2021 (7/1/21-6/30/22)

2022 (7/1/22-9/30/22)

FLAT FEE PER

MONTH X 12

MONTHS =

$ 60,000

$ 62,000

$64,000

$65,000

$16,750


Contractor Hourly Rate Hourly rate projects to be paid according to proposed rates below.


EXHIBIT B – BUDGET DETAIL & PAYMENT PROVISIONS

BUDGET DETAIL:

District Account #: See Exhibit A PAYMENT PROVISIONS:

Payment will be made Net 30 upon satisfactory completion of services herein required and upon receipt of proper itemized invoice. Invoices shall be submitted at the conclusion of each month in which services were rendered. Invoices must include Acct. code as referenced below. All invoices are to be itemized and contain the District’s Purchase Order number48709. Invoices may be sent via email to [email protected] or mailed as follows:

OC Fair & Event Center Attn: Accounts Payable

88 Fair Drive Costa Mesa, CA 92626

TOTAL FLAT RATE

2018 2019 2020 2021 2022 Acct. Code

Creative Concept Development and Production (TV and Radio Commercial)

$120,000

$123,600

$127,300

$133,600

$34,425

Media Planning & Buying Services

$82,000 $84,000 $90,000 $93,000 $23,750

General Acct Management

$60,000 $62,000 $64,000 $65,000 $16,750

Total Per Year

$262,000

$269,600

$281,300

$291,600

$74,925

Total Payment Per Month

$21,833.33

22,466.67

$23,441.67

$24,300

$24,975

Total Five Years

$1,179,425

HOURLY RATE - ESTIMATED TOTAL PER PEAR

2018

2019 2020 2021 2022 Acct. Code

Strategic Planning, Research & Consultation

$65,190

$65,190

$65,910

$65,910

$16,657

Creative Development

$70,380

$70,380

$71,280

$71,280

$18,047

Promotion and Special Projects

$55,600

$55,600

$56,500

$56,500

$14,350

Yearly Total

$191,170

$191,170

$193,690

$193,690

$49,054

Total Five Years

$818,774

Total Five Years All Categories $1,998,200



Procedure for hourly rate: When services fall within an hourly rate category, the District Representative will notify the Contractor of its objective goal. The Contractor will then submit the estimated number of staff and hours required. The District Representative will review and give pre-approval before service can be provided. Invoice must contain detailed classifications used and charged rates. Charge rates should be in accordance as proposed, see below.

-End Exhibit B-


EXHIBIT C – GENERAL TERMS AND CONDITIONS

GTC 04/2017

1. APPROVAL: This Agreement is of no force or effect until signed by both parties and approved by the

Department of General Services, if required. Contractor may not commence performance until such approval has

been obtained.

2. AMENDMENT: No amendment or variation of the terms of this Agreement shall be valid unless made in writing,

signed by the parties and approved as required. No oral understanding or Agreement not incorporated in the

Agreement is binding on any of the parties.

3. ASSIGNMENT: This Agreement is not assignable by the Contractor, either in whole or in part, without the

consent of the State in the form of a formal written amendment.

4. AUDIT: Contractor agrees that the awarding department, the Department of General Services, the Bureau of State

Audits, or their designated representative shall have the right to review and to copy any records and supporting

documentation pertaining to the performance of this Agreement. Contractor agrees to maintain such records for

possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is

stipulated. Contractor agrees to allow the auditor(s) access to such records during normal business hours and to

allow interviews of any employees who might reasonably have information related to such records. Further,

Contractor agrees to include a similar right of the State to audit records and interview staff in any subcontract related

to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq., CCR Title 2, Section

1896).

5. INDEMNIFICATION: Contractor agrees to indemnify, defend and save harmless the State, its officers, agents

and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors,

suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or

supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or

resulting to any person, firm or corporation who may be injured or damaged by Contractor in the performance of

this Agreement.

6. DISPUTES: Contractor shall continue with the responsibilities under this Agreement during any dispute.

7. TERMINATION FOR CAUSE: The State may terminate this Agreement and be relieved of any payments should

the Contractor fail to perform the requirements of this Agreement at the time and in the manner herein provided. In

the event of such termination the State may proceed with the work in any manner deemed proper by the State. All

costs to the State shall be deducted from any sum due the Contractor under this Agreement and the balance, if any,

shall be paid to the Contractor upon demand.

8. INDEPENDENT CONTRACTOR: Contractor, and the agents and employees of Contractor, in the performance

of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the State.

9. RECYCLING CERTIFICATION: The Contractor shall certify in writing under penalty of perjury, the minimum,

if not exact, percentage of post consumer material as defined in the Public Contract Code Section 12200, in

products, materials, goods, or supplies offered or sold to the State regardless of whether the product meets the

requirements of Public Contract Code Section 12209. With respect to printer or duplication cartridges that comply

with the requirements of Section 12156(e), the certification required by this subdivision shall specify that the

cartridges so comply (Pub. Contract Code §12205).

10. NON-DISCRIMINATION CLAUSE: During the performance of this Agreement, Contractor and its

subcontractors shall not deny the contract’s benefits to any person on the basis of race, religious creed, color,

national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital


status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor

shall they discriminate unlawfully against any employee or applicant for employment because of race, religious

creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information,

marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status.

Contractor shall insure that the evaluation and treatment of employees and applicants for employment are free of

such discrimination. Contractor and subcontractors shall comply with the provisions of the Fair Employment and

Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, §11000 et

seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code

§§11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article.

Contractor shall permit access by representatives of the Department of Fair Employment and Housing and the

awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than

24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said

Department or Agency shall require to ascertain compliance with this clause. Contractor and its subcontractors

shall give written notice of their obligations under this clause to labor organizations with which they have a

collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.)

Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to

perform work under the Agreement.

11. CERTIFICATION CLAUSES: The CONTRACTOR CERTIFICATION CLAUSES contained in the document

CCC 04/2017 are hereby incorporated by reference and made a part of this Agreement by this reference as if

attached hereto.

12. TIMELINESS: Time is of the essence in this Agreement.

13. COMPENSATION: The consideration to be paid Contractor, as provided herein, shall be in compensation for all

of Contractor's expenses incurred in the performance hereof, including travel, per diem, and taxes, unless otherwise

expressly so provided.

14. GOVERNING LAW: This contract is governed by and shall be interpreted in accordance with the laws of the

State of California.

15. ANTITRUST CLAIMS: The Contractor by signing this agreement hereby certifies that if these services or goods

are obtained by means of a competitive bid, the Contractor shall comply with the requirements of the Government

Codes Sections set out below.

a. The Government Code Chapter on Antitrust claims contains the following definitions:

1) "Public purchase" means a purchase by means of competitive bids of goods, services, or materials by the State or

any of its political subdivisions or public agencies on whose behalf the Attorney General may bring an action

pursuant to subdivision (c) of Section 16750 of the Business and Professions Code.

2) "Public purchasing body" means the State or the subdivision or agency making a public purchase. Government

Code Section 4550.

b. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will

assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4

of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of

Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services

by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become

effective at the time the purchasing body tenders final payment to the bidder. Government Code Section 4552.

c. If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary

recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for


actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery,

including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public

body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery. Government Code

Section 4553.

d. Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause

of action assigned under this part if the assignor has been or may have been injured by the violation of law for which

the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court

action for the cause of action. See Government Code Section 4554.

16. CHILD SUPPORT COMPLIANCE ACT: For any Agreement in excess of $100,000, the contractor

acknowledges in accordance with Public Contract Code 7110, that:

a. The contractor recognizes the importance of child and family support obligations and shall fully comply with all

applicable state and federal laws relating to child and family support enforcement, including, but not limited to,

disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing

with section 5200) of Part 5 of Division 9 of the Family Code; and

b. The contractor, to the best of its knowledge is fully complying with the earnings assignment orders of all

employees and is providing the names of all new employees to the New Hire Registry maintained by the California

Employment Development Department.

17. UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is unenforceable or held to

be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall

not be affected thereby.

18. PRIORITY HIRING CONSIDERATIONS: If this Contract includes services in excess of $200,000, the

Contractor shall give priority consideration in filling vacancies in positions funded by the Contract to qualified

recipients of aid under Welfare and Institutions Code Section 11200 in accordance with Pub. Contract Code §10353.

19. SMALL BUSINESS PARTICIPATION AND DVBE PARTICIPATION REPORTING REQUIREMENTS:

a. If for this Contract Contractor made a commitment to achieve small business participation, then Contractor must

within 60 days of receiving final payment under this Contract (or within such other time period as may be specified

elsewhere in this Contract) report to the awarding department the actual percentage of small business participation

that was achieved. (Govt. Code § 14841.)

b. If for this Contract Contractor made a commitment to achieve disabled veteran business enterprise (DVBE)

participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such

other time period as may be specified elsewhere in this Contract) certify in a report to the awarding department: (1)

the total amount the prime Contractor received under the Contract; (2) the name and address of the DVBE(s) that

participated in the performance of the Contract; (3) the amount each DVBE received from the prime Contractor; (4)

that all payments under the Contract have been made to the DVBE; and (5) the actual percentage of DVBE

participation that was achieved. A person or entity that knowingly provides false information shall be subject to a

civil penalty for each violation. (Mil. & Vets. Code § 999.5(d); Govt. Code § 14841.)

20. LOSS LEADER:

If this contract involves the furnishing of equipment, materials, or supplies then the following statement is

incorporated: It is unlawful for any person engaged in business within this state to sell or use any article or product

as a “loss leader” as defined in Section 17030 of the Business and Professions Code. (PCC 10344(e).)

-End Exhibit C-


EXHIBIT D – SPECIAL TERMS AND CONDITIONS

CCC 04/2017

CERTIFICATION

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind

the prospective Contractor to the clause(s) listed below. This certification is made under the laws of the State of

California.

Contractor/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County of

CONTRACTOR CERTIFICATION CLAUSES

1. STATEMENT OF COMPLIANCE: Contractor has, unless exempted, complied with the nondiscrimination

program requirements. (Gov. Code §12990 (a-f) and CCR, Title 2, Section 11102) (Not applicable to public

entities.)

2. DRUG-FREE WORKPLACE REQUIREMENTS: Contractor will comply with the requirements of the Drug-

Free Workplace Act of 1990 and will provide a drug-free workplace by taking the following actions:

a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use

of a controlled substance is prohibited and specifying actions to be taken against employees for violations.

b. Establish a Drug-Free Awareness Program to inform employees about:

1) the dangers of drug abuse in the workplace;

2) the person's or organization's policy of maintaining a drug-free workplace;

3) any available counseling, rehabilitation and employee assistance programs; and,

4) penalties that may be imposed upon employees for drug abuse violations.

c. Every employee who works on the proposed Agreement will:

1) receive a copy of the company's drug-free workplace policy statement; and,

2) agree to abide by the terms of the company's statement as a condition of employment on the Agreement.


Failure to comply with these requirements may result in suspension of payments under the Agreement or

termination of the Agreement or both and Contractor may be ineligible for award of any future State agreements if

the department determines that any of the following has occurred: the Contractor has made false certification, or

violated the certification by failing to carry out the requirements as noted above. (Gov. Code §8350 et seq.)

3. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: Contractor certifies that no more than one (1)

final unappealable finding of contempt of court by a Federal court has been issued against Contractor within the

immediately preceding two-year period because of Contractor's failure to comply with an order of a Federal court,

which orders Contractor to comply with an order of the National Labor Relations Board. (Pub. Contract Code

§10296) (Not applicable to public entities.)

4. CONTRACTS FOR LEGAL SERVICES $50,000 OR MORE- PRO BONO REQUIREMENT: Contractor hereby

certifies that Contractor will comply with the requirements of Section 6072 of the Business and Professions Code,

effective January 1, 2003.

Contractor agrees to make a good faith effort to provide a minimum number of hours of pro bono legal services

during each year of the contract equal to the lessor of 30 multiplied by the number of full time attorneys in the firm’s

offices in the State, with the number of hours prorated on an actual day basis for any contract period of less than a

full year or 10% of its contract with the State.

Failure to make a good faith effort may be cause for non-renewal of a state contract for legal services, and may be

taken into account when determining the award of future contracts with the State for legal services.

5. EXPATRIATE CORPORATIONS: Contractor hereby declares that it is not an expatriate corporation or

subsidiary of an expatriate corporation within the meaning of Public Contract Code Section 10286 and 10286.1, and

is eligible to contract with the State of California.

6. SWEATFREE CODE OF CONDUCT:

a. All Contractors contracting for the procurement or laundering of apparel, garments or corresponding accessories,

or the procurement of equipment, materials, or supplies, other than procurement related to a public works contract,

declare under penalty of perjury that no apparel, garments or corresponding accessories, equipment, materials, or

supplies furnished to the state pursuant to the contract have been laundered or produced in whole or in part by

sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or

exploitation of children in sweatshop labor, or with the benefit of sweatshop labor, forced labor, convict labor,

indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor.

The contractor further declares under penalty of perjury that they adhere to the Sweatfree Code of Conduct as set

forth on the California Department of Industrial Relations website located at www.dir.ca.gov, and Public Contract

Code Section 6108.

b. The contractor agrees to cooperate fully in providing reasonable access to the contractor’s records, documents,

agents or employees, or premises if reasonably required by authorized officials of the contracting agency, the

Department of Industrial Relations, or the Department of Justice to determine the contractor’s compliance with the

requirements under paragraph (a).

7. DOMESTIC PARTNERS: For contracts of $100,000 or more, Contractor certifies that Contractor is in

compliance with Public Contract Code section 10295.3.

8. GENDER IDENTITY: For contracts of $100,000 or more, Contractor certifies that Contractor is in compliance

with Public Contract Code section 10295.35.

http://www.dir.ca.gov/


DOING BUSINESS WITH THE STATE OF CALIFORNIA

The following laws apply to persons or entities doing business with the State of California.

1. CONFLICT OF INTEREST: Contractor needs to be aware of the following provisions regarding current or

former state employees. If Contractor has any questions on the status of any person rendering services or involved

with the Agreement, the awarding agency must be contacted immediately for clarification.

Current State Employees (Pub. Contract Code §10410):

1). No officer or employee shall engage in any employment, activity or enterprise from which the officer or

employee receives compensation or has a financial interest and which is sponsored or funded by any state agency,

unless the employment, activity or enterprise is required as a condition of regular state employment.

2). No officer or employee shall contract on his or her own behalf as an independent contractor with any state

agency to provide goods or services.

Former State Employees (Pub. Contract Code §10411):

1). For the two-year period from the date he or she left state employment, no former state officer or employee may

enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or

any part of the decision-making process relevant to the contract while employed in any capacity by any state agency.

2). For the twelve-month period from the date he or she left state employment, no former state officer or employee

may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making

position in the same general subject area as the proposed contract within the 12-month period prior to his or her

leaving state service.

If Contractor violates any provisions of above paragraphs, such action by Contractor shall render this Agreement

void. (Pub. Contract Code §10420)

Members of boards and commissions are exempt from this section if they do not receive payment other than

payment of each meeting of the board or commission, payment for preparatory time and payment for per diem. (Pub.

Contract Code §10430 (e))

2. LABOR CODE/WORKERS' COMPENSATION: Contractor needs to be aware of the provisions which require

every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in

accordance with the provisions, and Contractor affirms to comply with such provisions before commencing the

performance of the work of this Agreement. (Labor Code Section 3700)

3. AMERICANS WITH DISABILITIES ACT: Contractor assures the State that it complies with the Americans

with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all

applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.)

4. CONTRACTOR NAME CHANGE: An amendment is required to change the Contractor's name as listed on this

Agreement. Upon receipt of legal documentation of the name change the State will process the amendment.

Payment of invoices presented with a new name cannot be paid prior to approval of said amendment.


5. CORPORATE QUALIFICATIONS TO DO BUSINESS IN CALIFORNIA:

a. When agreements are to be performed in the state by corporations, the contracting agencies will be verifying that

the contractor is currently qualified to do business in California in order to ensure that all obligations due to the state

are fulfilled.

b. "Doing business" is defined in R&TC Section 23101 as actively engaging in any transaction for the purpose of

financial or pecuniary gain or profit. Although there are some statutory exceptions to taxation, rarely will a

corporate contractor performing within the state not be subject to the franchise tax.

c. Both domestic and foreign corporations (those incorporated outside of California) must be in good standing in

order to be qualified to do business in California. Agencies will determine whether a corporation is in good standing

by calling the Office of the Secretary of State.

6. RESOLUTION: A county, city, district, or other local public body must provide the State with a copy of a

resolution, order, motion, or ordinance of the local governing body which by law has authority to enter into an

agreement, authorizing execution of the agreement.

7. AIR OR WATER POLLUTION VIOLATION: Under the State laws, the Contractor shall not be: (1) in violation

of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution

control district; (2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of the

Water Code for violation of waste discharge requirements or discharge prohibitions; or (3) finally determined to be

in violation of provisions of federal law relating to air or water pollution.

8. PAYEE DATA RECORD FORM STD. 204: This form must be completed by all contractors that are not another

state agency or other governmental entity.

-End Exhibit D-


EXHIBIT E – INSURANCE REQUIREMENTS

California Fair Services Authority I. Evidence of Coverage

The contractor/renter shall provide a signed original evidence of coverage form for the term of the contract or agreement (hereinafter “contract”) protecting the legal liability of the State of California, District Agricultural Associations, County Fairs, Counties in which County Fairs are located, Lessor/Sublessor if fair site is leased/subleased, Citrus Fruit Fairs, California Exposition and State Fair, or Entities (public or non-profit) operating California designated agricultural fairs, their directors, officers, agents, servants, and employees, from occurrences related to operations under the contract. This may be provided by:

A. Insurance Certificate:

The contractor/renter provides the fair with a signed original certificate of insurance (the ACORD form is acceptable), lawfully transacted, which sets forth the following:

1. List as the Additional Insured:

"That the State of California, the District Agricultural Association, County Fair, the County in which the County Fair is located, Lessor/Sublessor if fair site is leased/subleased, Citrus Fruit Fair, California Exposition and State Fair, or Entities (public or non-profit) operating California designated agricultural fairs, their directors, officers, agents, servants, and employees are made additional insured, but only insofar as the operations under this contract are concerned."

2. Dates: The dates of inception and expiration of the insurance. For individual events, the specific event dates must be listed, along with all set-up and tear down dates.

3. Coverages:

a. General Liability Commercial General Liability coverage, on an occurrence basis, at least as broad as the current Insurance Service Office (ISO) policy form #CG 0001. Limits shall be not less than $5,000,000 per occurrence for Fairtime Carnival Rides; $3,000,000 per occurrence for Motorized Events All Types except arena or track motorcycle racing and go-cart racing; $3,000,000 per occurrence for Rodeo Events all types with a paid gate and any Rough Stock events; $2,000,000 per occurrence for Rodeo Events All Types without a paid gate and with any Rough Stock events; $1,000,000 per occurrence for Rodeo Events All Types without any Rough Stock Events; $2,000,000 per occurrence for Interim Carnival Rides, Fairtime Kiddie Carnival Rides of up to 6 rides, Concerts with over 5,000 attendees, Rave Type Events All Types, Mechanical Bulls, Extreme Attractions All Types, Orbitrons, Simulators, and Motorized Events of arena or track motorcycle racing and go-cart racing; $1,000,000 per occurrence for all other contracts for which liability insurance (and liquor liability, if applicable) is required.

b. Automobile Liability

Commercial Automobile Liability coverage, on a per accident basis, at least as broad as the current ISO policy form # CA 0001, Symbol #1 (Any Auto) with limits of not less than $1,000,000 combined single limits per accident for contracts involving use of contractor vehicles (autos, trucks or other licensed vehicles) on fairgrounds.

c. Workers’ Compensation

Workers’ Compensation coverage shall be maintained covering contractor/renter's employees, as required by law.

d. Medical Malpractice

Medical Malpractice coverage with limits of not less than $1,000,000 per occurrence shall be maintained for contracts involving medical services.

e. Liquor Liability

Liquor Liability coverage with limits of not less than $1,000,000 per occurrence shall be maintained for contracts involving the sale of alcoholic beverages.


EXHIBIT E – INSURANCE REQUIREMENTS (CONT.)

4. Cancellation Notice:

Notice of cancellation of the listed policy or policies shall be sent to the Certificate Holder in accordance with policy provisions.

5. Certificate Holder: a. For Individual Events Only - Fair, along with fair’s address, is listed as the certificate holder:

32

nd District Agricultural Association, OC Fair & Event Center, 88 Fair Drive, Costa Mesa, CA

92626

b. For Master Insurance Certificates Only - California Fair Services Authority, Attn: Risk Management, 1776 Tribute Road, Suite 100, Sacramento, CA 95815 is listed as the certificate holder.

6. Insurance Company: The company providing insurance coverage must be acceptable to the California Department of Insurance.

7. Insured:

The contractor/renter must be specifically listed as the Insured.

OR

B. CFSA Special Events Program: The contractor/renter obtains liability protection through the California Fair Services Authority (CFSA) Special Events Program, when applicable.

OR

C. Master Certificates: A current master certificate of insurance for the contractor/renter has been approved by and is on file with

California Fair Services Authority (CFSA).

OR

D. Self-Insurance: The contractor/renter is self-insured and acceptable evidence of self-insurance has been approved by California Fair Services Authority (CFSA).

II. General Provisions

A. Maintenance of Coverage: The contractor/renter agrees that the commercial general liability (and automobile liability, workers’ compensation, medical malpractice and/or liquor liability, if applicable) insurance coverage herein provided for shall be in effect at all times during the term of this contract. In the event said insurance coverage expires or is cancelled at any time or times prior to or during the term of this contract, contractor/renter agrees to provide the fair, prior to said expiration date, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than the remainder of the term of the contract, or for a period of not less than one (1) year. New certificates of insurance are subject to the approval of California Fair Services Authority, and contractor/renter agrees that no work or services shall be performed prior to the giving of such approval. In the event the contractor/renter fails to keep in effect at all times insurance coverage as herein provided, the fair may, in addition to any other remedies it may have, take any of the following actions: (1) declare a material breach by contractor/renter and terminate this contract; (2) withhold all payments due to contractor/renter until notice is received that such insurance coverage is in effect; and (3) obtain such insurance coverage and deduct premiums for same from any sums due or which become due to contractor/renter under the terms of this contract.



B. Primary Coverage:

The contractor/renter’s insurance coverage shall be primary and any separate coverage or protection available to the fair or any other additional insured shall be secondary.

C. Contractor’s Responsibility:

Nothing herein shall be construed as limiting in any way the extent to which contractor/renter may be held responsible for damages resulting from contractor/renter’s operations, acts, omissions or negligence. Insurance coverage obtained in the minimum amounts specified above shall not relieve contractor/renter of liability in excess of such minimum coverage, nor shall it preclude the fair from taking other actions available to it under contract documents or by law, including, but not limited to, actions pursuant to contractor/renter’s indemnity obligations. The contractor/renter indemnity obligations shall survive the expiration, termination or assignment of this contract.

D. Certified Copies of Policies:

Upon request by fair, contractor/renter shall immediately furnish a complete copy of any policy required hereunder, with said copy certified by the underwriter to be a true and correct copy of the original policy. Fairtime Carnival Ride contractors must submit copies of actual liability insurance policies, certified by an underwriter, to California Fair Services Authority (CFSA).

III. Participant Waivers

For hazardous participant events, the contractor/renter agrees to obtain a properly executed release and waiver of liability agreement (Form required by contractor/renter’s insurance company or CFSA Release and Waiver Form) from each participant prior to his/her participation in the events sponsored by contractor/renter. Hazardous participant events include but are not limited to any event within the following broad categories: Athletic Team Events; Equestrian-related Events; Motorized Events; Rodeo Events; and Wheeled Events, including bicycle, skates, skateboard, or scooter. Contact California Fair Services Authority at (916) 921-2213 for further information.

-End Exhibit E-


EXHIBIT F – MEGAN’S LAW SCREENING & CERTIFICATION

OC Fair & Event Center Megan’s Law Screening Certification and Listing

This form must be completed legibly, with all information requested. Typewritten or computer-generated forms or reports may be substituted provided that: all required information is included in columnar form, and the listing report is attached to this form. The certification section must be signed by an authorized representative of the contractor.

Company/Organization Name:_____________________________________________________________________ Contact Name:_________________________________ Contact Telephone :_____________________________ Type of Company/Organization Contractor Consultant Concessionaire (Circle one): Entertainer Exhibitor Volunteer Other/Explanation if Needed:_____________________________________________________________________

The undersigned represents and warrants that attached to this Megan’s Law Screening Certification and Listing is a full, true, correct, complete, and accurate listing of all persons scheduled to work or volunteer for the company/organization identified above (“Contractor”) during the annual OC Fair or Youth Expo. If any other or additional individuals will be performing work, labor, or services, I understand that my company/organization is required to submit a supplemental listing(s) identifying those individuals. The undersigned represents and warrants that all persons and individuals performing services on behalf of Contractor, including, but not limited to, its agents, employees, subcontractors, and volunteers have been screened for sex offender registration before each individual commenced work, services, and/or was present at the OCFEC facility. The undersigned represents and warrants that no individual who is a registered sex offender will be assigned or permitted to perform services on behalf of Contractor at or on OCFEC premises. To the fullest extent permitted by law, Contractor will defend, indemnify, and hold harmless OCFEC from and against all claims, damages, losses, and expenses, of every kind, nature and description (including, but not limited to, attorneys fees, expert fees, and costs of suit), directly or indirectly arising from, or in any way related to the performance or nonperformance of Contractor’s obligations under this Megan’s Law Screening Certification and Listing, regardless of responsibility of negligence; by reason of death, injury, property damage, however caused or alleged to have been caused, and even though claimed to be due to the negligence of the OCFEC. Provided, however, that in no event shall Contractor be obligated to defend or indemnify the OCFEC with respect to the sole negligence or willful misconduct of the OCFEC, its employees, or agents (excluding the Contractor, or any of its employees or agents). The undersigned represents and warrants that he/she is fully authorized to execute this Megan’s Law Screening Certification and Listing on behalf of Contractor. _______________________________________ ____________________________ Company/Organization Representative’s Signature Title of Representative ________________________________________ ____________________________

Printed Name Date

***OC Fair Staff & Event Center – Please submit completed forms to the Human Resources Department***


Megan’s Law Screening Listing

Please duplicate this listing sheet if additional space is required

***OC Fair & Event Center Staff – Please submit completed forms to the Human Resources Department***

Full Name (Last, First Middle)


STATE OF CALIFORNIA

SPONSORSHIP AGREEMENT R_____ A_____ F_____

(Rev 10/16)

AGREEMENT NUMBER

SA-212-18SP A-

1. This Agreement is entered into between the State Agency and the Sponsor/Contractor named below:

STATE AGENCY'S NAME

32nd

District Agricultural Association / Division of Fairs & Expositions/O.C Fair & Event Center

SPONSOR/CONTRACTOR'S NAME

LOS ANGELES CHARGERS

2. The term of this Agreement is: April 1, 2018 –March 31, 2019

3. The amount of this Sponsorship Agreement is: $35,000 (TRADE)

Payment Terms:

ONE TIME PAYMENT (Lump sum) MONTHLY QUARTERLY ITEMIZED INVOICE

OTHER Payable to: “LA Chargers”

4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a part of the

Agreement. *Additional Pages Attached

Exhibit A – Sponsorship Agreement Provisions

Exhibit B – Sponsorship Agreement Terms and Conditions

Exhibit C – Insurance Requirements

Exhibit D – Rules and Regulations Governing Rental Space - Note: Section B Referenced Handbook (Page 18 states

“Sponsor/Contractor” is “you are required to pay all requisite deposits, fees and taxes, including possessory interest tax, which may be levied

by the County of Orange.”

*GTC(4/2017) – If not attached, view at www.ols.dgs.ca.gov/Standard+Language

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

SPONSOR/CONTRACTOR California State Use Only

SPONSOR/CONTRACTOR’S NAME

LOS ANGELES CHARGERS BY (Authorized Signature)

DATE SIGNED

PRINTED NAME AND TITLE OF PERSON SIGNING

Steve Pankowski ADDRESS Exempt: Sponsorship 3333 Susan St., Costa Mesa, CA 92626

STATE OF CALIFORNIA

AGENCY NAME

32nd

District Agricultural Association/Division of Fairs & Expositions BY (Authorized Signature)

DATE SIGNED


Michele Richards, V.P, Business Development I hereby certify upon my own personal knowledge that

budgeted funds are available for the period and

purpose of the expenditure stated above.

SIGNATURE OF STATE ACCOUNTING OFFICER

Date

ADDRESS

88 Fair Drive, Costa Mesa, CA 92626

CONTRACTS MANAGER Michele Richards, VP, Business Development

SA-125-18SP Los Angeles Chargers PAGE 2 of 10

EXHIBIT A – SPONSORSHIP AGREEMENT PROVISIONS

Contract Representatives: 32


Michele Richards, Vice President, Business Development (714) 708-1716 Los Angeles Chargers Steve Pankowski (818) 800-1610, email: [email protected]

CONTRACTOR AGREES:

1. To be a sponsor of Heroes Hall at the 2018 OC Fair FROM July 13-August 12, 2018. 2. To provide payment in the sum of THIRTY FIVE THOUSAND DOLLARS ($35,000) as a sponsorship fee.

Sponsor recognizes that District will also provide the same payment to Sponsor for the trade components of this agreement outlined in the “District agrees” section. Payment in full must be received upon signing of this agreement.

a. Payments shall be remitted to the following address: OC Fair & Event Center

Attn: Accounts Receivable 88 Fair Drive

Costa Mesa, CA 92626 3. To gain pre-approval from the District for use of OC Fair and Heroes Hall marks and logos and that all

display elements, materials and concepts provided by Sponsor require the approval of the District prior to implementation.

4. To provide high-resolution Sponsor logo for inclusion in advertising and signage as outlined herein. 5. That mobile tours and other exhibitors may be near the designated spaces. 6. To provide the following media assets:

a. One (1) ad to be included in the Los Angeles Chargers Training Camp Information E-Newsletter that is distributed to the Los Angeles Charger email database

b. One (1) Facebook post for Costa Mesa Day on July 20 highlighting the Charger Players and Charger Girls at the OC Fair with links to the OC Fair ticket purchase page

c. One (1) Twitter tweet for Costa Mesa Day on July 20 highlighting the Charger Players and Charger Girls at the OC Fair with links to the OC Fair ticket purchase page

d. One (1) Instagram Story for Costa Mesa Day on July 20 highlighting the Charger Players and Charger Girls at the OC Fair with links to the OC Fair ticket purchase page

e. One (1) rotating ad on Chargers.com during July 1, 2018 through August 12, 2018 linking OC Fair with links to the OC Fair ticket purchase page

f. One (1) rotating ad on the Chargers Mobile App during July 2, 2018 through August 12, 2018 linking OC Fair with links to the OC Fair ticket purchase page

7. To provide one (1) static sign to be displayed for the entire duration of the Los Angeles Chargers Training Camp.

8. To provide one (1) 10’x10’ activation display for one (1) mutually agreed upon Chargers Training Camp practice

a. Los Angeles Chargers to provide best efforts to have promotional PA announcements regarding activation space during the practice

9. To provide six (6) invitations to one (1) mutually agreed upon Chargers Training Camp practice 10. To provide two (2) invitations to one (1) mutually agreed upon Chargers Business Alliance event



DISTRICT AGREES:

1. To provide Sponsor access to parking spaces at OC Fair & Events Center for use by Los Angeles Chargers guests attending scheduled team practices during the duration of Chargers Training Camp.

a. Chargers guests will pay the same $10 per vehicle parking fee as OC Fair guests b. Parking lots will open at 8:00 a.m. to accommodate Los Angeles Chargers’ guests when practice

starts at 10:00 a.m. c. Beginning at the end of July, the Los Angeles Chargers will host a minimum of seventeen (17)

Training Camp practices (Dates TBD) 2. To be responsible for staffing of parking lot during the duration of the Los Angeles Chargers Training Camp

on specific dates (Dates TBD)

- End Exhibit A -


EXHIBIT B - SPONSORSHIP AGREEMENT TERMS AND CONDITIONS

A. Title of Event. The Event shall be known as the “OC Fair” and Sponsor agrees that it shall refer to the Event in all advertising and promotional materials by the Event’s full name.

B. Participants’ Names. Sponsor acknowledges that State does not have the right to use the names, signatures,

photographs or likenesses of any performer who may appear at the Event or on Sponsor’s Stage in connection with a commercial product or service, and the individual performer must approve all such uses by Sponsor. State does have the right to approve on behalf of individual performers the use of their names, photographs or likenesses in advertising which primarily promotes the Event and the Stage and mentions Sponsor’s involvement as a Sponsor, and Sponsor will submit any such advertising to State for prior approval as provided in Paragraph M.

C. Right to Remove Name. Sponsor shall have the right, at any time and for any reason, to request in writing the State

remove its name from any and/or all signage and other materials associated with the Event. State shall use its best efforts to comply with said request, but if State will incur any additional expenses in connection with such compliance, it will notify Sponsor in writing and obtain Sponsor’s prior written approval. Sponsor will reimburse State for all such approved expenses. State shall notify Sponsor if time does not reasonably permit compliance with Sponsor’s request. Nothing herein shall relieve Sponsor of its obligations under the body of this Agreement.

D. Delivery and Service. At Sponsor’s expense, Sponsor shall deliver the Products to, and store such Products at,

State’s location. Sponsor agrees to provide service personnel on an “on call” basis to assist in the delivery, installation, repair, maintenance and removal of the Products, in a number mutually agreed upon between the parties. All of Sponsor’s personnel shall be subject to State’s security and personnel policies and practices.

E. Sponsor Insurance. During the Term of this Agreement, Sponsor agrees to carry worker’s compensation and

employer’s liability insurance, in such amounts as may be required by law, for any personnel Sponsor may utilize for the delivery, installation, maintenance, repair and removal of the Product.

F. Risk of Loss. State represents and warrants that to the extent storage of the Products is under the control and/or

supervision of State, State will assume all risk of loss and will further store the Products safely and securely in a manner which will not cause the Products to become defective or not merchantable or fit for their intended purpose.

G. Sponsor’s Trademarks. Sponsor’s trademarks, label designs, product identifications, artwork and other symbols and

devices associated with Sponsor’s Products (“Sponsor’s Trademarks”) are and shall remain Sponsor’s property, and Sponsor shall take all steps reasonably necessary to protect such Sponsor’s Trademarks through U.S. federal registrations and foreign registrations as it deems desirable and through reasonable prosecution of infringements.

H. Sponsor’s Authorization of State. State is hereby authorized to use Sponsor’s Trademarks in advertising and

promoting the Event during the Term of this Agreement, provided Sponsor shall have the right to approve all such uses in writing in advance.

I. State’s Submission for Approval. State shall submit all materials to Sponsor in writing and if Sponsor does not

approve or reject such materials in writing within 10 – 14 business days after receipt thereof, then Sponsor shall be deemed to have approved such materials.

J. Uses for Benefit of Sponsor. The right to use Sponsor’s Trademarks is non-exclusive, non-assignable and

nontransferable. All uses by State of Sponsor’s Trademarks shall inure solely to the benefit of Sponsor.

K. State’s Trademarks. State’s trademarks, designs, artwork and other symbols and devices associated with the Event (“State’s Trademarks”) are and shall remain State’s property and State shall take all steps reasonably necessary to protect State’s Trademarks through U.S. federal registrations and foreign registrations as it deems desirable and through reasonable prosecutions of infringements.

L. State’s Authorization of Sponsor. Sponsor is hereby authorized to use State’s Trademarks in advertising and

promoting Sponsor’s Products until 15 days after the Event takes place, provided State shall have the right to approve all such uses in writing in advance.


EXHIBIT B - SPONSORSHIP AGREEMENT TERMS AND CONDITIONS (CONT.)

M. Sponsor’s Submission for Approval. Sponsor shall submit materials to State in writing and if State does not

approve or reject such materials in writing within 10 – 14 business days after receipt thereof, then State shall be deemed to have approved such materials.

N. Benefit of State. The right to use State’s Trademarks is non-exclusive, non-assignable and nontransferable. All uses

by Sponsor of State’s Trademarks shall inure solely to the benefit of State.

O. Merchandise. State shall not manufacture or sell, or license the manufacture and/or sale, of any promotional or other merchandise which bears Sponsor’s Trademarks without Sponsor’s prior written consent. Sponsor shall have the right to manufacture and/or sell promotional or other merchandise which bears State’s Trademarks.

P. Ambush Prevention-State’s Action. State agrees to take all reasonable measures to prevent the unauthorized use

of State’s Trademarks (and facsimiles thereof) and to prevent the dilution of the value of Sponsor’s rights hereunder by using its best efforts to exclude competing signage, competitive product sales and competitive product sampling from the Venue and the area surrounding the Venue, and to prosecute specific instances of trademark and copyright infringement, trademark and trade dress dilution, unfair competition and/or consumer deception whenever it is, in the opinion of State’s counsel, reasonable to do so. State shall bear all costs of such prosecution and shall retain the proceeds thereof, if any. Sponsor shall cooperate with State in any such litigation.

Q. Owner Warranties. State represents and warrants that:

1. it has the full right and legal authority to enter into and fully perform this Agreement in accordance with its

terms without violating the rights of any other person; 2. State’s Trademarks do not infringe the trademarks or trade names or other rights of any other person;

3. it has all government licenses, permits or other authorizations necessary to conduct the Event as

contemplated under this Agreement; and

4. it will comply with all applicable laws, regulations and ordinances pertaining to the promotion and conduct of the Event.

R. Sponsor Warranties. Sponsor represents and warrants that:

1. it has the full right and legal authority to enter into and fully perform this Agreement in accordance with its

terms without violating the rights of any other person;

2. Sponsor’s Trademarks do not infringe the trademarks or trade names of any other person;

3. it has all government licenses, permits or other authorizations necessary to conduct its business; and

4. all Products furnished by Sponsor shall be of high quality and shall be free from product defects and shall be merchantable and suited for their intended purpose.

S. Effect of Cancellation on Sponsor. In the event that the Event does not take place, in whole or in part, due to any

Act of God or force majeure, including, without limitation, weather, fire, flood, strike, labor dispute, civil commotion, riot or threat of violence of similar cause beyond the control of the parties, then Sponsor shall be entitled to an immediate refund of the Sponsorship Fee (or a pro rata portion thereof if the Event took place only in part) less any expenses incurred on behalf of the Sponsor and an immediate refund of the value (as measured by Sponsor’s cost) of all Products contributed by Sponsor (or a pro rata portion of the value of the Products used in the Event if the Event took place only in part). State will provide adequate revenue protection insurance to cover its obligations hereunder.

T. No Joint Venture of Partnership. This agreement shall not be deemed to create a joint venture, partnership,

principal-agent, employer-employee or similar relationship between State and Sponsor.


EXHIBIT B - SPONSORSHIP AGREEMENT TERMS AND CONDITIONS (CONT.)

U. Invalidity. The determination that any provision of this Agreement is invalid or unenforceable shall not invalidate the

Agreement, all of said provisions being inserted conditionally on their being considered legally valid, and this Agreement shall be construed and performed in all respects as if such invalid or unenforceable provision(s) were omitted.

V. Notices. All notices required or permitted to be made under this Agreement shall be in writing and shall be deemed to

have been duly given when delivered or sent by prepaid certified or registered mail:

If to State, to: 88 Fair Drive, Costa Mesa, CA 92626 or such other address as either party may designate in writing to the other party for this purpose.

W. Commissions. Sponsor and State shall each be responsible for its own sales agency, sponsorship agency, advertising agency or other commissions or brokers fees which either is or may become obligated to pay as a result of or attendant to this Agreement.

X. Non-Assignment. Neither party shall assign this Agreement without the prior written approval of the other party,

except that Sponsor may assign this Agreement to any entity which acquires substantially all of its assets.

Y. Complete Agreement. This Agreement represents the entire agreement between the parties and supersedes all other agreements, if any, express or implied, whether written or oral. State has made and makes no representations of any kind except those specifically set forth herein.

Z. Binding Agreement. This Agreement shall be binding upon the parties, their successors and assigns.

AA. Cancellation. The State reserves the sole and exclusive right to terminate this agreement, with or without cause,

upon thirty (30) calendar days written notice to Sponsor. If, during the performance of this agreement, a dispute arises between the Sponsor and the State, which cannot be settled by discussion, the Sponsor shall, within eight hours of the incident giving rise to the dispute, submit a written statement to State. A decision by the State, in writing, shall be given to the Sponsor within four hours of receipt of such statement, and shall be final and conclusive. The Sponsor shall continue to perform the requirements herein without interruptions during the dispute period.

BB. Breach of Agreement. In the event the Sponsor breaches the terms of this agreement, the State shall be entitled to

recover, in addition to any other damages and remedies that they may be entitled to, all costs incurred in enforcing this agreement, including attorney’s fees.

CC. Indemnification To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless the 32

nd

District Agricultural Association, the OC Fair & Event Center, the State District and their respective agents, directors, employees, and their sales agency of record (currently Moor + South/Pier Management Co., LP, dba Tandem) from and against all claims, damages, losses, and expenses, of every kind, nature and description (including, but not limited to, attorneys fees, expert fees, and costs of suit), directly, or indirectly, arising from, or in any way related to the performance or nonperformance of this Agreement, regardless of responsibility of negligence; by reason of death, injury, property damage, or any claim arising from the alleged violation of any state or federal accessibility law, statute or regulation, (including but not limited to, the Americans With Disabilities Act, and/or any state, local, successor, or comparable provision of law) however caused or alleged to have been caused, and even though claimed to be due to the negligence of the State. Provided, however, that in no event shall Contractor be obligated to defend or indemnify the 32

nd District Agricultural Association, the OC Fair & Event Center, or the State with respect to the sole negligence

or willful misconduct of the 32nd

District Agricultural Association, the OC Fair & Event Center, the State, or their respective employees, or agents (excluding the Lessee herein, or any of its employees or agents.)

- End Exhibit B -


EXHIBIT C – INSURANCE REQUIREMENTS

California Fair Services Authority

I. Evidence of Cove rage

The contractor/renter shall provide a signed original evidence of coverage form for the term of the contract or agreement (hereinafter

“contract”) protecting the legal liability of the State of California, District Agricultural Associations, County Fairs, Counties in which County

Fairs are located, Lessor/Sublessor if fair site is leased/subleased, Citrus Fruit Fairs, California Exposition and State Fair, or Entities (public or non-profit) operating California designated agricultural fairs, their directors, officers, agents, servants, and employees, from occurrences

related to operations under the contract. This may be provided by:

A. Insurance Certificate - The contractor/renter provides the fair with a signed original certificate of insurance (the

ACORD form is acceptable), lawfully transacted, which sets forth the following:

1. List as the Additional Insured: "That the State of California, the District Agricultural Association, County Fair, the County in

which the County Fair is located, Lessor/ Sublessor if fair site is leased/subleased, Citrus Fruit Fair, California Exposition and State

Fair, or Entities (public or non-profit) operating California designated agricultural fairs, their directors, officers, agents, servants,

and employees are made additional insured, but only insofar as the operations under this contract are concerned."

2. Dates: The dates of inception and expiration of the insurance. For individual events, the specific event dates must be listed,

along with all set-up and tear down dates.

3. Coverages:

a. Genera l Liability - Commercial General Liability coverage, on an occurrence basis, at least as broad as the current Insurance

Service Office (ISO) policy form #CGL 001. Limits shall be not less than $5,000,000 per occurrence for Fairtime Carnival

Rides; $5 ,000,000 per occurrence for Motorized Events all types; $3,000,000 per occurrence for Rodeo Events all types

with a paid gate and any Rough Stock events; $2,000,000 per occurrence for Rodeo Events All Types without a paid gate

and with any Rough Stock events; Swap Meets/Flea Markets; $1,000,000 per occurrence for Rodeo Events All Types without

any Rough Stock Events; $2,000,000 per occurrence for Interim Carnival Rides, Fairtime Kiddie Carnival Rides of up to 6 rides,

Concerts with over 5,000 attendees, Rave Type Events All Types, Cannabis Festivals/Trade Shows, Mechanical Bulls, Extreme

Attractions All Types that require a DOSH permit to operate, and Simulators; $1,000,000 per occurrence for all other contracts

for which liability insurance (and liquor liability, if applicable) is required.

b. Automobile Liability - Commercial Automobile Liability coverage, on a per accident basis, at least as broad as the current

ISO policy form # CA 0001, Symbol #1 (Any Auto) with limits of not less than

$1,000,000 combined single limits per accident for contracts involving use of contractor vehicles (autos, trucks or other

licensed vehicles) on fairgrounds.

c. Workers’ Compensation - Workers’ Compensation coverage shall be maintained covering contractor/renter's

employees, as required by law.

d. Medical Malpractice - Medical Malpractice coverage with limits of not less than $1,000,000 per occurrence shall be

maintained for contracts involving medical services.

e. Liquor Liability - Liquor Liability coverage with limits of not less than $1,000,000 per occurrence shall be maintained for

contracts involving the sale of alcoholic beverages.

4. Cancellation Notice: Notice of cancellation of the listed policy or policies shall be sent to the Certificate

Holder in accordance with policy provisions.

5. Certificate Holder:

• For Individual Events Only - Fair, along with fair=s address, is listed as the certificate holder.

• For Master Insurance Certificates Only - California Fair Services Authority, Attn: Risk Management,

1776 Tribute Road, Suite 100, Sacramento, CA 95815 is listed as the certificate holder.

6. Insurance Company: The company providing insurance coverage must be acceptable to the California

Department of Insurance.

7. Insured : The contractor/renter must be specifically listed as the Insured.


OR

B. CFSA Special Events Program - The contractor/renter obtains liability protection through the California Fair

Services Authority (CFSA) Special Events Program, when applicable.

OR

C. Master Certificates - A current master certificate of insurance for the contractor/renter has been approved by and is on file with


OR

D. Self-Insurance - The contractor/renter is self-insured and acceptable evidence of self- insurance has been approved by California Fair

Services Authority ( CFSA).


1. Maintenance of Coverage - The contractor/renter agrees that the commercial general liability (and automobile liability, workers’

compensation, medical malpractice and/or liquor liability, if applicable) insurance coverage herein provided for shall be in effect at all

times during the term of this contract. In the event said insurance coverage expires or is cancelled at any time or times prior to or

during the term of this contract, contractor/renter agrees to provide the fair, prior to said expiration date, a new certificate of

insurance evidencing insurance coverage as provided for herein for not less than the remainder of the term of the contract, or for a

period of not less than one (1) year. New certificates of insurance are subject to the approval of California Fair Services Authority,

and contractor/renter agrees that no work or services shall be performed prior to the giving of such approval. In the event the

contractor/renter fails to keep in effect at all times insurance coverage as herein provided, the fair may, in addition to any other remedies it

may have, take any of the following actions: (1) declare a material breach by contractor/renter and terminate this contract; (2) withhold all

payments due to contractor/renter until notice is received that such insurance coverage is in effect; and (3) obtain such insurance coverage

and deduct premiums for same from any sums due or which become due to contractor/renter under the terms of this contract.

2. Primary Coverage - The contractor/renter’s insurance coverage shall be primary and any separate coverage or

protection available to the fair or any other additional insured shall be secondary.

3. Contractor’s Responsibility - Nothing herein shall be construed as limiting in any way the extent to which contractor/renter may be

held responsible for damages resulting from contractor/renter’s operations, acts, omissions or negligence. Insurance coverage obtained

in the minimum amounts specified above shall not relieve contractor/renter of liability in excess of such minimum coverage, nor

shall it preclude the fair from taking other actions available to it under contract documents or by law, including, but not limited to,

actions pursuant to contractor/renter’s indemnity obligations. The contractor/renter indemnity obligation shall survive the

expiration, termination or assignment of this contract.

4. Certified Copies of Policies - Upon request by fair, contractor/renter shall immediately furnish a complete copy of any policy required

hereunder, with said copy certified by the underwriter to be a true and correct copy of the original policy. Fairtime Carnival Ride contractors

must submit copies of actual liability insurance policies, certified by an underwriter, to California Fair Services Authority (CFSA).


For hazardous participant events, the contractor/renter agrees to obtain a properly executed release and waiver of liability agreement (Form

required by contractor/renter’s insurance company or CFSA Release and Waiver Form) from each participant prior to his/her participation in the

events sponsored by contractor/renter. Hazardous participant events include but are not limited to any event within the following broad

categories: Athletic Team Events; Equestrian-related Events; Extreme Attractions; Mechanical Bulls; Simulators; Motorized Events;

Rodeo Events; and Wheeled Events, including bicycle, skates, skateboard, or scooter. Contact California Fair Services Authority at (916) 921-2213

for further information.

-End Exhibit C-


EXHIBIT D – RULES AND REGULATIONS GOVERNING RENTAL SPACE

A. The District hereby grants to the Sponsor the right to occupy the aforestated space(s) for the purpose set forth herein and subject to the terms and conditions of this Agreement.

B. The Commercial Space and Concessions Rules and Regulations Handbook hereby becomes a part of this Sponsorship with Rental Space agreement by reference and is on file with the District. By signing the Agreement, Sponsor acknowledges that they have read the Handbook and agrees to abide by said Rules and Regulations.

C. Sponsor represents and warrants that the commercial offering, and all materials used in connection therewith,

including, without limitation, all graphic and written material, (i) are either owned by or produced by Sponsor or all

required permissions and license agreements have been obtained and paid for by the Sponsor, and (ii) as far as

Sponsor is aware, are not the subject of any claim for misappropriation or infringement of the trademark, copyright,

or other intellectual property rights of any third party.

D. Sponsor further agrees that it will not sell, exchange or barter, or permit his employees to sell, exchange or barter any

permits issued to Sponsor or his employees hereunder. E. In the event Sponsor fails to comply in any respect with the terms of this agreement and the Rules and Regulations

referred to herein, all payments for this rental space shall be deemed earned and non-refundable by the District and the District shall have the right to occupy the space in any manner deemed for the best interest of the District.

F. No Sponsor will be allowed to open booth space/exhibit until all the preliminary requirements herein set forth have

been complied with. G. Sponsor will conduct its business in a quiet and orderly manner; will deposit all rubbish, slop, garbage, tin cans, paper,

etc. in receptacles provided by the District near said booth space/exhibit for such purpose, and will keep the area within and surrounding said booth space/exhibit free from all rubbish and debris.

H. The District will furnish necessary janitorial services for all aisles, streets, roads and areas used by the public, but

Sponsor must, at his own expense, keep the booth/exhibit space and adjacent areas properly arranged and clean. All equipment must be clean, all coverings removed, and the booth/exhibit ready for business each day at least one hour before the Fair is open to the public. Receptacles will be provided at several locations to receive Sponsor’s trash, and such trash must not be swept into the aisles or streets or any public space.

I. All buildings, tents, or enclosures erected under the term of this Agreement shall have the prior approval of District and the local fire suppression authorities.

J. Sponsor will conduct the privileges granted in this Agreement according to all the rules and requirements of the State

Department of Health Services and local health authorities, and without infringement upon the rights and privileges of others; will not handle or sell any commodities or transact any business whatsoever for which an exclusive privilege is sold by the District, nor engage in any other business whatsoever upon or within said premises or fairgrounds, except that which is herein expressly stipulated and contracted for; will confine said transactions to the space and privilege provided in the Agreement, and that any and all exclusives granted Sponsor shall not include the Carnival and the Carnival Area.

K. All sound-producing devices used by Sponsor within or outside its space must be of such a nature and must be so

operated as not to cause annoyance or inconvenience to its patrons or to other Concessionaires or Exhibitors and the decision of the District as to the desirability of any such sound producing device shall be final and conclusive. Sound-amplification equipment may be installed within or outside any space only by first obtaining written permission thereof from the District.

L. Sponsor agrees that there will be no games, gambling or any other activities within the confine of his space in which

money is used as a prize or premium, and that he will not buy and/or permit “buy backs” for cash, any prizes or premiums given away to patrons in connection with the use of the space. Only straight merchandising methods


EXHIBIT D – RULES AND REGULATIONS GOVERNING RENTAL SPACE (CONT.)

shall be used and all methods of operation, demonstration and sale shall be subject to the approval of the the District and the local law enforcement officials.

M. Sponsor is entirely responsible for the space allotted to Sponsor and agrees to reimburse the District for any damage to the real property, equipment, or grounds use in connection with the space allotted to Sponsor, reasonable wear and tear and damage from cause beyond Sponsor’s control excepted.

N. The District may provide watchman service, which will provide for reasonable protection of the property of Sponsor’s,

but the District shall not be responsible for loss or damage to the property of Sponsor. O. Each and every article of the space and all boxes, crates, packing material, and debris of whatsoever nature used in

connection with the space and owned by Sponsor must be removed from the buildings and grounds by Sponsor, at his own expense, no later than a date specified by the District. It is understood in the event of Sponsor’s failure to vacate said premises herein provided, unless permission in writing is first obtained, the District may and is hereby authorized and made the agent of Sponsor to remove and store the concession and all other material of any nature whatsoever, at the Sponsor’s risk and expense, and Sponsor shall reimburse the District for expenses thus incurred.

P. No Sponsor will be permitted to sell or dispose of anywhere on the Fairgrounds alcoholic beverages as defined in the

Alcoholic Beverage Control Act, except in the concession space. Even such limited sales are not to be made unless Sponsor is authorized in writing by the District and unless it holds a lawful license authorizing such sales on said premises.

Q. All safety orders of the Division of Industrial Safety, Department of Industrial Relations, must be strictly observed. R. Failure of the District to insist in any one or more instances upon the observance and/or performance of any of these

rules and regulations shall not constitute a waiver of any subsequent breach of any such rules and regulations. S. Sponsor recognizes and understands that this rental may create a possessory interest subject to property taxation and

that the Sponsor may be subject to the payment or property taxes levied on such interest. T. The District shall have the privilege of inspecting the premises covered by this Agreement at any time or all times. U. The parties hereto agree that Sponsor, and any agents and employees of Sponsor, in the performance of this

Agreement, shall act in an independent capacity and not as officers or employees or agents of the District. V. Time is of the essence of each and all the provisions of this Agreement, and the provisions of this Agreement shall

extend to and be binding upon and inure to the benefit of the heirs, executors, administrators, successors, and assigns of the respective parties hereto.

W. By state law and in the interest of public health, smoking shall not be permitted in or within 20 feet of any State of

California building, including the Santa Ana Pavilion area, OC Promenade area, Centennial Farm, Kidland carnival area, the Livestock area, Pacific Amphitheatre seating area, and Arena grandstand and bleacher seating areas. This policy includes the use of electronic cigarettes, vaporizers and oil/wax pens. During OCFEC-produced events (i.e. OC Fair, Imaginology) smoking and the use of electronic cigarettes, vaporizers and oil/wax pens will be limited to areas designated by the Association.

-End Exhibit D-

STATE OF CALIFORNIA

STANDARD AGREEMENT R_____ A_____ F_____ STD 213 (Rev 06/03) AGREEMENT NUMBER

SA-281-18YR REGISTRATION NUMBER

1. This Agreement is entered into between the State Agency and the Contractor named below:

STATE AGENCY'S NAME

32ND DISTRICT AGRICULTURAL ASSOCIATION

CONTRACTOR'S NAME

TANDEM PARTNERSHIPS

2. The term of this 12/01/2018 date

through 11/30/2020 FED ID: 94-3288680

Agreement is: With three (3) one (1) year option (12/1/20-11/30/21; 12/1/21-11/30/22;

12/1/22- 11/30/23)

3. The maximum amount COMMISSION

of this Agreement is:

4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a part of the Agreement.

Exhibit A – Scope of Work – Contractor to provide sales services to the OC Fair & Event Center.

Additional Scope of Work on pages 2-7. Pages 1 – 6

Exhibit B – Budget Detail and Payment Provisions (Attached hereto as part of this agreement) Page 7-8

Exhibit C – General Terms and Conditions (Attached hereto as part of this agreement) Pages 9-11

Check mark one item below as Exhibit D:

Exhibit - D Special Terms and Conditions (Attached hereto as part of this agreement) Pages 12-15

Exhibit - D* Special Terms and Conditions

Exhibit E – Insurance Requirements (Attached hereto as part of this agreement) Pages 16-18

Exhibit F – Megan’s Law Screening & Certification (Attached hereto as part of this agreement) Pages 19-20

Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto.

These documents can be viewed at www.ols.dgs.ca.gov/Standard+Language


CONTRACTOR California Department of General Services Use Only

CONTRACTOR’S NAME (if other than an individual, state whether a corporation, partnership, etc.)

Tandem Partnerships

BY (Authorized Signature)

DATE SIGNED(Do not type)


Tamara Goddard Swager, Vice President, Business Development ident, email: [email protected] ,Tel 213-341-0171 ADDRESS

P.O Box 193730, San Francisco, CA 94119 STATE OF CALIFORNIA

AGENCY NAME

32ND DISTRICT AGRICULTURAL ASSOCIATION BY (Authorized Signature)

DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING Exempt per:

Kathy Kramer, CFE, CMP, Chief Executive Officer or Michele Richards, VP, Business Development

ADDRESS



SA-281-18YR TANDEM PARTNERSHIPS PAGE 2 of 19

EXHIBIT A – SCOPE OF WORK

CONTRACT REPRESENTATIVES 32


Michele Richards, VP Bus. Development 714-708-1716

Tandem Partnerships

Tamara Goddard, Vice President

[email protected], Tel (213) 341-0171

1. The District’s Request For Proposal (RFP) Sales Services released July 6, 2018, is on file in the Office of the 32nd District Agricultural Association, and is incorporated herein by reference and made a part of this agreement.

2. The Contractor proposal for Sales Services dated September 4, 2018, is on file in the Office of the 32nd

District Agricultural Association, and is incorporated herein by reference and made part of this agreement.

3. The District reserves the right to terminate any contract without cause at any time by giving the Contractor notice in writing at least thirty (30) days prior to the date when such termination shall become effective. Such termination shall relieve the District of further payment, obligations and/or performances required in the terms of the contract.

4. Scope of Work:

Contractor will serve as Sponsorship/Sales Coordinator as follows:

1. Contractor shall report to the Vice President, Business Development and be responsible for meeting overall

organizational sales goals in the areas of Corporate Sponsorship, Premium Space Sales, Mobile Marketing Tours, New Event Sales, and Group Ticket Sales. a. Sponsorship shall be defined as arrangements where the sponsor intends to promote its product or service

through branding during the annual OC Fair or during other OCFEC-produced events throughout the year. This shall include such means as signage, promotions, discounts, bounce-backs, tie-ins or naming rights.

b. Premium Space shall be defined as arrangements where commercial vendors are interested solely in rental space in choice locations on the District property to sell or promote their product or service during the annual OC Fair.

c. Mobile Marketing Tours shall be defined as arrangements where companies are interested in promoting

their product or service on-site through branding and/or sampling for a limited amount of time during the annual OC Fair.

d. New Event Sales shall be defined as activities involved in sourcing and/or responding to new promoters,

show managers, etc. under the direction and approval of District staff, who intend to enter into a rental agreement with the OC Fair & Event Center to hold their event at the District’s property. A new event remains a new event until after the third contracting year.

e. Group Ticket and Group Event Sales shall be defined as activities involved in sourcing large corporate or

community groups interested in having a large group private event at the annual OC Fair and/or purchasing 25 or more Fair Admission, Pacific Amphitheatre, ASA, or Hangar tickets. This does not include group tickets sold electronically through the ocfair.com web site.

2. Contractor’s duties shall include developing and maintaining a comprehensive sales program based on

information and direction provided by the Vice President, Business Development for the annual OC Fair, Imaginology, year-round events, and any other self-produced event that the OC Fair & Event Center may add during the term of the contract.



3. Contractor shall receive direction and be accountable to the Vice President, Business Development, and will work closely with other OCFEC departments including Marketing, Creative Services, Communications, Entertainment, Events, Facilities, Finance, Exhibits & Education, Community Engagement and others in the fulfillment of client contracts and rental agreement terms.

C. RESPONSIBILITIES 1. Contractor shall be responsible for working with the Vice President, Business Development to establish specific

revenue targets for the year with the following assumptions: a. Increase cash sponsorship revenue year-over-year;

b. Sell 100% of available premium space during the annual OC Fair event;

c. Increase revenue from mobile marketing tours year-over-year;

d. Increase the number of new year-round events and contribute to year-over-year revenue growth of the

program, and

e. Through proactive outreach, increase sales year-over-year for the Group Ticket Sales program and Club OC group event program.

2. Contractor shall be responsible for all activation and fulfillment of any and all contract entitlement provisions

associated with acquired sponsor, premium space, mobile marketing and group sales clients including signage installation, collateral material coordination, on-site displays, hospitality benefits, facilities related-needs and all other contracted fulfillment requirements. In addition, Contractor will work closely with the Events Department to transition new events and group events from the sales process to the event coordination process. Contractor shall coordinate contract entitlement provisions with appropriate members of District Management and staff. Only those entitlements pre-approved by District Management shall be given to clients.

3. Contractor shall consult with Vice President, Business Development to develop sales program elements,

guidelines, policies, reports and promotional materials.

4. Contractor shall be expected to have a full-time presence at the District offices and attend all appropriate meetings as requested by District staff. Work space will be provided by the District at the District’s discretion. At least one individual must be in a supervisory capacity and able to interact with the Vice President, Business Development on sales strategy, priorities and issues. During the months of September-May, sales staff must include at least one full-time equivalent Monday through Friday during normal business hours. During the months of June-August, sales staff must be available to service sponsors, premium space clients, mobile marketing tours, group ticket clients and group event clients from move-in through exit, and during all operating hours of the annual OC Fair. Contractor must also agree to have at least one sales staff available on-call during event hours for any events sold by Contractor.

5. Contractor shall coordinate the invoicing and collection of all payments from sponsors with the District’s

Accounting Department.

6. Contractor will provide a weekly report to the Vice President, Business Development outlining sales activity and progress toward sales goals.

7. Contractor will disclose any financial interest in any existing and/or potential sponsor, premium space vendor,

mobile marketing tour and/or event promoter to the District’s Chief Executive Officer (CEO) and Vice President, Business Development.

8. Contractor shall be responsible for preparing deal points and working with District staff to execute sales

agreements for sponsorship, premium space, and mobile marketing tours on District’s behalf, and work closely with the Events Department on the execution of rental agreements for group events during the annual OC Fair and new events throughout the year. Contractor shall also be responsible for working closely with the Box Office on group ticket sales. This shall include obtaining prior approvals from the Vice President of Business


Development, Director of Events, or Director of Entertainment prior to submitting such agreements to the client, obtaining required documentation from clients and obtaining full execution, including fulfillment of insurance requirements and Megan’s Law documentation, in a timely manner. This means that Contractor shall make every effort to submit a fully executed agreement no less than 60 days prior to the commencement of the contract term. Contractor will also make every effort to achieve full payment from the client prior to the start of the event. Contractor must notify the Vice President, Business Development within two (2) business days after a scheduled client payment is not met.

9. Contractor shall work directly with the District’s Purchasing/Contracts Supervisor to ensure adherence to all State

of California public contracting regulations, processes and procedures. This shall include, but is not limited to, obtaining prior approval on all client contracts from the District’s Purchasing/Contracts Supervisor.

10. Contractor will provide an accurate account of the total number of admission tickets, concert tickets, and parking passes used for fulfilling client agreements, and/or business development purposes.

11. Contractor agrees that all work products, including, but not limited to notes, designs, drawings, reports, memoranda and all other tangible personal property of whatever nature, produced in the performance of the contract shall be the sole property of the District. Contractor shall provide said work products to the District upon request. Contractor may retain file copies of said materials.

12. Contractor shall perform all services required in a professional and timely manner.

13. Contractor understands and agrees to abide by all OC Fair & Event Center guidelines and policies (current and future), rules and regulations outlined in District’s Email and Internet Policy, Harassment Policy, Safety Policies, and Commercial Space and Concessions Program Rules and Regulations Handbook.

14. Contractor understands that the District utilizes Ungerboeck event management software and will be expected to use the software to book events and create event estimates directly in the system. Training will be provided by District staff as necessary.

15. Contractor is prohibited from offering or accepting any gift or gratuity to or from any employee and/or officers of the 32

nd District Agricultural Association, or any client, vendor or outside agency as employees and officers are

not permitted to accept them under any circumstances.

16. Contractor understands and agrees that this will be a non-exclusive agreement. District may hire other Contractors for work of a similar or identical nature. .

17. Contractor understands that District policy prohibits the sale of a Title, Naming or Presenting Sponsorship for the annual OC Fair or the OC Fair & Event Center property.

D. BUDGET

Sponsorship, premium space and mobile marketing tours The annual budget goals for sponsorship, premium space and mobile marketing tours begin at $2 million with expected growth of approximately three percent (3%) each year. There shall be a focus on converting trade to cash such that the total trade component each year does not exceed 17% of the total annual sales goal.

Contract Year

Total Annual Sales Goal

2019 $2,000,000

2020 $2,060,000

2021 $2,121,800

2022 $2,185,454

2023 $2,251,017


Event Sales The annual budget goals for new event sales, including facility rental, parking and food and beverage begin at $1,852,148 with expected growth of approximately three percent (3%) each year. Commission is not paid on either event equipment and/or personnel, or after the third contracting year.

Contract Year


2019 $1,852,148

2020 $1,907,712

2021 $1,964,944

2022 $2,023,892

2023 $2,084,609

Group Tickets The annual budget goal for group tickets begins at $96,718 with expected growth of approximately five percent (5%) each year.

Contract Year


2019 $96,718

2020 $101,533

2021 $106,630

2022 $111,961

2023 $117,559

E. COMPENSATION

1. The contracted amount will be based on winning bidder’s proposed commission amounts not to exceed the

maximum rate as follows:

Cash from new sponsors, mobile marketing tours and premium space renters 15%

Cash from renewing sponsors, mobile marketing tours and premium space renters 8%

Budget-relieving trade, both new and renewing sponsors, mobile marketing tours and premium space renters

3%

Incremental cash from renewing sponsors, mobile marketing tours and premium space renters 15%

Revenue from new year-round facility rentals, including parking lot event rentals (paid for the first 3 years of a new event unless for a multi-year agreement)

17%

Revenue from new year-round event patron parking (paid for the first 3 years of a new event unless for a multi-year agreement)

1%

Revenue from new year-round event food and beverage; includes catering and concessions (paid for the first 3 years of a new event unless for a multi-year agreement)

2%

Cash from first year group ticket sales (25 or more tickets) 15%

Cash from renewing group ticket sales (25 or more tickets) 8%

2. Commission payments will be paid only upon OCFEC’s receipt of clients’ payments and upon receipt of

Contractor’s invoice with appropriate back-up documents.

3. “New sponsor, mobile marketing tour and premium space renter” is defined as a client sold by the sales agency with whom the District has not entered into an agreement for the prior annual event, i.e. OC Fair, Imaginology, Veterans Day, etc.

4. “New events” is defined as a client sold by the sales agency with whom the District has not entered into an agreement within two years of the date of the initial agreement.


5. “Revenue from year-round event parking” is defined as revenue derived from paid guest parking for new events

sold by the sales agency, paid for the first three years of a new event.

6. “Revenue from year-round food and beverage is defined as revenue derived from food and beverage sales associated with new events sold by the sales agency, paid for the first three years of a new event.

7. “Renewing sponsor, mobile marketing tour and premium space renter” is defined as an end-user client sold by the sales agency with whom the District has had a signed agreement for the prior annual event, i.e. OC Fair, Imaginology, Veterans Day, etc. regardless of the event they partnered with, or the agency that represented the client.

8. “Budget-relieving trade” is defined as tangible goods or services, which would be used for District business, and

are budget relieving.

9. “Incremental cash” is defined as additional cash realized from a renewal above and beyond the cash earned the previous year.

10. Contractor shall be paid on budget-relieving trade accounts as follows:

a. Contracts written as “until filled, completed or exhausted” shall be paid at the time the contract is signed and

has received all necessary District required approvals. b. Contracts written on budget-relieving trade accounts which indicate a specific end date shall be paid when

that end date is reached.

11. The second and subsequent years of any multi-year client contract shall be considered a renewal and Contractor will be paid at the renewal commission rate.

12. Contractor shall be paid on multiple year contracts in amortized increments. For example, commission would be

paid on a five (5) year sponsorship contract after District has received sponsor’s payment each year. If Contractor’s contract is terminated by either party prior to completion of sponsor’s contract, all payments to Contractor shall terminate.

13. All business development related expenses including mileage, meals, cell phone usage, etc. shall be the sole responsibility of the Contractor except when specifically pre-approved by the Vice President, Business Development. Activities conducted on the fairgrounds with clients, including meals and tickets to events, shall be at the District’s expense with prior approval from the Vice President, Business Development. All out-of-town expenses must be pre-approved by the Vice President, Business Development. All claims and reimbursements shall follow State guidelines for reimbursement as outlined in the State Administrative Manual (SAM).

14. District Management will make every effort to negotiate fairly any commission issues that arise that are not

detailed in this RFP or subsequent contract with the Contractor. District reserves the right to make the final decisions in any commission dispute not covered in this RFP with Contractor.

15. If Contractor does not achieve an agreed upon annual goal in any one (1) calendar year, District reserves the right to terminate the contract with Contractor with thirty (30) days written notice.


EXHIBIT B – BUDGET DETAIL & PAYMENT PROVISIONS

BUDGET DETAIL:

District Account #: 5490-87; 5490-30

PAYMENT PROVISIONS:

Payment will be made Net 30 upon satisfactory completion of services herein required and upon receipt of proper itemized invoice. Invoices shall be submitted at the conclusion of each month in which services were rendered. Invoices must include Acct. code as referenced below. All invoices are to be itemized and contain the District’s Purchase Order number 48757. Invoices may be sent via email to [email protected] or mailed as follows:

OC Fair & Event Center Attn: Accounts Payable

88 Fair Drive Costa Mesa, CA 92626

-End Exhibit B-
